The entire St. Cloud State University community has a shared responsibility for campus safety and security both in terms of personal safety and protection of material assets and private data. This includes adhering to the following building access procedures and other related policies and procedures (see Related St. Cloud State University Policies).
Key/Card Management
Public Safety is responsible for issuing keys and maintaining records for all university key/card systems. Key/Card holders and/or supervisors (or designee), may be called upon to assist with periodic key audits to verify and update key control records. Audit findings may result in the initiation of key/card return procedures, or in some cases, sanctions or disciplinary procedures.
Key/Card Procurement
For Residence Hall key needs, students shall follow the guidelines of the Student Handbook. Other key requests, including for contractors, shall be made using the Key Card Access Request and Agreement (see Supporting URLs). The following procedures apply:
- Employees may complete the Key Card Access Request and Agreement or it may be completed by another employee, such as an Office Administrative Specialist or Office Manager, on the key requestor’s behalf.
- Students may not request their own keys. They must have an SCSU employee complete the form on their behalf.
- Contractors may request key/card access for only the location(s) and duration necessary to complete the contracted work. Public Safety will verify the status of the purchase order and contractor agreement prior to issuing keys to a contractor. Contractors shall work with their SCSU contact (supervisor) to determine if keys should be returned daily or assigned for a period of time.
- Approval by key/card requestor’s supervisor is required. The supervisor may assign a designee as an approver by granting the authorization in writing to the Public Safety Department. Further approval may be required depending upon the type of key or access requested (see Guidelines for Key Types and Access Chart).
Key/card requestors will be notified by Public Safety when their keys/cards are available for pick-up. Key/card requestors must present photo identification and sign a the agreement holding them responsible for all keys/cards received.
Lost or Stolen Keys/Cards - Keys/Cards that are lost or stolen shall be immediately reported to a supervisor, if applicable, or issuing department. Lost or stolen electronic key cards shall be reported to the Campus Card Office, or if after hours, to the Public Safety Department. Lost or stolen physical keys shall be reported to Public Safety. (see Supporting URLs for links to contact information.)
Re-Keying Requests – Any lock hardware or re-keying request must be submitted to Public Safety by a dean, director, department head, or vice president and shall include a justification for the requested work.
Key/Card Return
A key/card holder, their supervisor, or designee, may need to initiate key/card return for:
- Assignment or contract completion;
- a change in office or position;
- a leave of absence (greater than 4 weeks);
- a termination, retirement, or resignation;
- a sanction or trespass; or
- any other event that would require a change in key/card or building access rights.
A supervisor should contact Public Safety for an up-to-date list of the individual’s keys and cards, retrieve the keys/cards from the individual, provide a key return receipt, complete the Key Return & Access Deactivation Form (see Supporting URLs), and return the keys/cards along with the form in person to the Public Safety Center within 2 business days. This will serve as notification to Public Safety to take any necessary electronic deactivation or other security measures. In the case of employee leave, the supervisor shall coordinate with Public Safety to retrieve and/or reactivate keys/cards when the employee returns.